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03-08-16 Park Comm Agenda CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 8, 2016 7:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Mangold____ Vassar(March) ____ Stelmachers_____ Kobs_____ Rock_____ B. Review Agenda C. Introduction of New Park Commissioners Paul Kobs and Edward Rock 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 9, 2016 – (Att.-#2A) 3. MATTERS FROM THE FLOOR 4. REVIEW OTHER CITIES TOURNAMENT FEES (Att.-#4) 5. UPDATE ON BADGER FIELD (Att.-#5) A. Review History and Prepare for Joint Meeting with City Council B. Review Quotes C. Set Date for Joint Meeting 6. RECAP OF WARMING HOUSE TOURS 7. DETERMINE CHAIR AND VICE-CHAIR - (Att.-#7) 8. CHANGE DATE OF APRIL 12 PARK COMMISSION MEETING TO APRIL 26 9. DETERMINE LIAISONS FOR COUNCIL MEETINGS - (Att.-#9) 10. NEW BUSINESS 11. STAFF AND LIAISON REPORTS/UPDATES (Staff reports and updates are not meant for discussion. Discussion items will be listed as part of new or old business.) A. City Council B. Staff 12. ADJOURN Liaison for City Council Meeting on March 14 is Commissioner Vassar 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, FEBRUARY 9, 2016 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Mangold convened the meeting at 7:00 p.m. A. Roll Call ; Present: Chair Mangold, Commissioners Hartmann, Vassar and StelmachersCity Council Liaison Labadie; City Planner Nielsen Absent: Commissioner Dietz B. Review Agenda Hartmann moved to approve the agenda as amended: Add Item 6, Movie in the Park. Stelmachers seconded the motion. Motion carried 4-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of January 12, 2016 Stelmachers moved to approve the minutes of the January 12, 2016 meeting as written. Hartmann seconded the motion. Motion carried 4-0. 3. MATTERS FROM THE FLOOR There were none. 4. UPDATE ON BADGER PARK FROM COUNCIL RETREAT Nielsen stated the City Council held a retreat on February 8. They would like to hold a joint meeting with the Park Commission in about a month. The intent is to get quotes back for the park RFP. The Council suggested it be a work session before one of their Council meetings in March. The play field at Badger was discussed during the retreat. It is hoped as hard bids are received, numbers will be less than estimated. The only way we will know if there is a shortfall is to go out for bids/quotes. He stated most of the retreat deals with financials. He discussed phasing for the project and possible ways to fund the project through loans from other funds. Staff is expecting Phase I of the Country Club project will be done in 2016. The builders plan to accelerate the project by getting several builders. Labadie stated the Council and staff have been fiscally responsible and would not be comfortable with borrowing from funds. The Council liked the idea of phased construction of the park. The Council also discussed the replacement of Park Commissioners. Nielsen discussed the need to review the CIP in more detail at the joint meeting and if there is a need for a hockey rink at Freeman Park. Labadie stated there would also be an opportunity to bring new members of the Council and Park Commission up to speed on the park plan. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 9, 2016 3 PAGE 2 OF The Commission and staff discussed the tennis court and playground replacement. Grant applications were also discussed as funding sources. Commissioners and staff discussed the Badger Park concepts and whether a bid should be sought for concept 1.5. Nielsen stated the football league had indicated they would give more money if that concept is selected as it would give them a larger field. Mangold suggested there be another review of the Badger Park timeline at the next meeting prior to the work session with the City Council. 5.ARCTIC FEVER SNOW SCULPTURE REVIEW Mangold believed the attendance estimate appeared to be low. He stated there were much more than 100 people in attendance at the event. He stated we should do whatever we could do to make this a major event of Arctic Fever. Nielsen stated it cannot be in the field at Badger in the future. He suggested running it along the sidewalk or using the open green area. He stated it was mentioned there be a circular arrangement. Mangold stated lighting is a key element for this event. He stated the Arctic Fever Committee needs to know there will need to be changes. 6. MOVIE IN THE PARK Mangold stated Movie in the Park is scheduled for September at Badger Park. Labadie stated Inside Out and Minions were shown at Minnewashta recently and the others are coming out soon. Commissioners reviewed additional options. Stelmachers asked if the movies needed to be picked now. Mangold stated they do need to be picked soon so we get the movie we want. Hartmann moved to select Aladdin for the movie. Vassar seconded the motion. Motion carried 4-0. 7. NEW BUSINESS Nielsen suggested the Park Commission visit all the warming houses prior to the next meeting. Mangold stated they needed to be toured as a group in order to get questions answered. He suggested an extra meeting be set up in order to do that. Vassar stated it is important to see them being used. Mangold asked if this should be done yet this month. Commissioners discussed possible dates. February 23 at 6 p.m. was selected as the date for the tour. 8. STAFF AND LIAISON REPORTS/UPDATES A. City Council Labadie stated she attended a meeting with Tonka United regarding their annual tournament and discussed concerns about parking, providing shuttle buses, and letting residents know of future events. They have already eliminated two fields which eliminated 24 players per hour. They will hire police to ticket anyone who parks a vehicle on the grass. Commissioners and staff discussed previous tournaments – what worked and what did not. Mangold asked if there would be another meeting. Nielsen replied there needs to be another meeting. Stelmachers suggested charging a parking fee in order to encourage the use of a shuttle bus. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 9, 2016 3 PAGE 3 OF B. Staff Mangold thanked Hartmann for her five years of service. 9. ADJOURN Hartmann moved, Vassar seconded, to adjourn the Park Commission Meeting of February 9, 2016 at 8:10 p.m. Motion carried 4-0. RESPECTFULLY SUBMITTED, Clare T. Link Recorder #4 CITY OF SHOREWOOD  5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900  Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us To: Park Commission From: Twila Grout – Park & Rec Coord. /Administrative Assistant Date: March 3, 2016 Re: Agenda Item 4 – Sports Organization Tournament Fees Staff contacted surrounding cities to see what they charged sports organizations for tournaments. Attached you will find the spread sheet of what other cities charge. 2016 Tournament Fee Schedule from Other Cities City ShorewoodDamage Deposit $125 $50/day per field $30/day per rink plus attendant salary Lights $15/hour Entire Soccer Area $150/day (3 fields) Football Field $50/day Lights $30/hour PlymouthBB/SB - $25/hr, $99/day Outdoor Grass $31/hr, $127/day Artificial Turf $50/hr, $210/day Lights $30/hr. St. BoniThey do not charge a fee Need to go through City Tonka Bay Administrator, they determine fee. Eden Prairie$125 per day, per field Light fee - $15 per hour Add'l charge for unscheduled lights - $30 service charge Field Maintenance works (2 works, 4 hr min) $70 per hour New soccer field set up for tournament - $170 per field set-up Customer Relations Lead fee - $15 hr Golden Valley If the Youth Athletic Assoc. hosts an invitional tournament they charge $50, per field, per day. If holding an in house tournament, they do not charge a fee. VictoriaThey do not charge a fee. ChanhassenDamage Deposit - $200 $75 per field, per day $25 per hour, per field fee will be charged for lights. Mound Does not change any tournament fees. Westonka Community Ed charges per-hour rate which is typically $10 Mtka/Hopkins They do not charge any additional fees for a tournament other than the regular field fees. They would charge a field rental. 7 CITY OF SHOREWOOD  5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900  Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us To: Park Commission From: Twila Grout Park & Rec Coordinator / Admin. Asst. Date: March 3, 2016 Re: Agenda Item 7 – Appoint 2016 Chair and Vice Chair The Park Commission Chair and Vice Chair are one year terms. At Tuesday night’s meeting the Park Commission will need to appoint a Park Chair and Vice Chair. These positions will be effective through 2016. #9 CITY OF SHOREWOOD  5755 Country Club Road Shorewood, Minnesota 55331 952-474-3236  Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us To: Park Commission From: Twila Grout – Park & Rec Coord./Administrative Assistant Date: March 3, 2016 Re: Determine Liaison for City Council Meetings for April through August Listed below are the dates of the City Council meetings for April, May, June, July and August. Council Meeting May 9th - Will be reporting on Park Commission meeting of April 26th. Council Meeting May 23rd - Will be reporting on Park Commission meeting of May 10th Council Meeting June 27th - Will be reporting on Park Commission meeting of June 14th. Council Meeting July 25th - Will be reporting on Park Commission meeting of July 12th. Council Meeting August 22nd - Will be reporting on Park Commission meeting of August 9th. Once the commission has determined who will be the liaison to the above meetings a schedule will be made and distributed to the Park Commission.